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HomeMy WebLinkAbout14. Vail Whitewater Series_10-01-2020Events RFP 18/19/20/21: Vail Whitewater Series EVENT & APPLICANT OVERVIEW 0. Email contact bpappas@vailrec.com 1. What is the name of your event/program? Vail Whitewater Series 2. Please select the event category for your RFP. Community, Recreation & Cultural (CRC) 3. Is this a new event or program? No 3a. How much was your event or program funded in 2020? $7,000 4. Are you a first time submitter for the Town of Vail Commission on Special Events funding program? No 5. Amount of 2021 funding requested $7,000 5.a. Have you applied for Vail Town Council Funding or In-Kind support for 2021? No 6. Proposed Event/Program Start Date 05/04/2021 7. Proposed Event/Program End Date 06/01/2021 7.a. If you have more than a single date range, please list all your event/program dates here in this format MM/DD: 05/04 05/11 05/18 05/25 06/01 8. Are your event/program dates set or could they changed? Event dates are flexible and can be changed 9. Name of person completing the application Beth Pappas 9a. Title of person completing the application Event & Partnership Director 10. Provide name of person or entity to whom the funding check will be cut. Vail Recreation District 11. Mailing Address Street 700 S. Frontage Rd. E 12. City Vail 13. State Colorado 14. Zip Code 81657 15. Telephone number 970-479-2280 16. Email address bpappas@vailrec.com 17. Event/program and/or organization website www.vailrec.com 18. Number of years organization has been in business 36 19. Organization's Mission Statement The Vail Recreation District's (VRD) mission is to offer diverse and exceptional recreation opportunities that enhance the physical, social and emotional well-being of all its residents and guests. The VRD aims to help Vail Valley residents and visitors pursue their recreational passions by providing the following: -Outlets for competition in summer and winter via a running and a mountain bike race series, and numerous tournaments and/or leagues for hockey, volleyball, lacrosse, softball, golf, tennis, soccer, flag football, broomball, figure skating and rugby. -Venues like Dobson Ice Arena, Vail Golf Club, Vail Nordic Center, Vail Gymnastics Center, Vail Nature Center, Vail Skatepark, Vail Tennis Center, Community Programming Room, Vail's Imagination Station, and use of additional gyms, playing fields and the surrounding White River National Forest via collaboration with local entities. -Sports classes and camps for youth, adults and families. -Opportunities to learn about and appreciate our Rocky Mountain environment through guided activities, classes and camps 20. Organization's Tax Status Not-for-Profit (501C-6) 21. If applicable, please attach current State Department of Revenue Certificate with this application. VRD tax exempt info.pdf 22. Does the event or program benefit a charity or organization? No EVENT DESCRIPTION 1. Is this a new or existing event/program in Vail? Existing 1a. How many years has the event or program been produced in Vail? 6 1b. Please describe the location(s) of the event or program in previous years. Gore Creek between Amphitheater Bridge and International Bridge 2. Please provide a detailed description of the event/program and its activities. The Vail Whitewater Race Series gives local and visiting kayakers, stand up paddle boarders and two-person raft teams the opportunity to race down Gore Creek from the Covered Bridge to the International Bridge during the peak runoff period in May and June. Each week a different course/format is featured to test competitors skills and provide exciting spectator viewing. An awards party takes place after each event at a local restaurant. The races takes place every Tuesday from 5 - 7pm from May 4 thru June 1, 2021. The series is presented by the Town of Vail, Alpine Quest Sports and the Vail Recreation District. 3. Please list the specific venues that you plan to utilize, including dates and times, and whether or not you have contacted them to confirm availability. The Event Producer is responsible for booking and securing any necessary venues. Tuesdays between 4-8pm . Gore Creek and river banks between Covered Bridge or Ford Amphitheater and International Bridge, Blu's Beach, Check Point Charlie. 4. Do you plan to use Vail Recreation District Facilities? No 5. If any of the event/program takes place outside of the Town of Vail, please explain where the event will take place and why. n/a ENVIRONMENTAL PRACTICES 1. Which of these environmental practices will you commit to executing at your event/program? Use of recyclable materials - banners, paper, etc., Remind guests to bring re-usable bags and water bottles, Encourage use of bicycles, buses, shuttles, carpools, walking or public transit to event, Enforce no idling policy for staff and guests, Recycling required in all areas of event, Provide water bottle filling stations 2. Please describe your commitment to environmental sustainability and detail measures that will be taken during your event to ensure minimal environmental impact and sustainable best practices. The VRD embraces environmental sustainability and creates an atmosphere as such. We provide water from a 10 gallon jug so that fans and competitors don't use single use plastic bottles. We encourage participants to carpool to and from the event and we ask that participants don't leave their vehicles idling while they load and unload. VRD does provide recycling bins if participants bring their own containers. EVENT/PROGRAM PARTICIPANTS 1. Number of participants (athletes, artists, exhibitors, etc.) anticipated 65 2. Number of volunteers needed 5 3. Number of event/program staff 5 4. Estimate of total number of spectators/attendees anticipated 150 SCORECARD CRITERIA QUESTIONS 1. Estimate the number of destination guests from within Colorado, with a focus on the Front Range that your event/program will bring to Vail 90 2. Estimate the number of destination guests from outside Colorado your event/program will bring to Vail 25 3. Estimate the number of international guests your event/program will bring to Vail 5 4. How will your event/program increase sales tax in Vail? Events encourage the local community and destination athletes to come to Vail Village and spend time there during a traditionally slow time period. Following each race, an after party is hosted at a restaurant in Vail Village, providing food and beverage sales to local businesses. Out of town athletes and visitors are offered discount rates at sponsor lodging locations within Vail 5. CRC - Brand Fit: How will your event support the mission and vision of the Vail Town Council? - Showcases the natural beauty and recreational assets of Vail Village, Gore Creek and the Vail Whitewater Park - Spectator and family-friendly location contributes to Vail’s sense of community - Adds vitality to Vail Village during a traditionally slow time period. 6. CRC - Brand Fit: How will your event or program support the Vail brand identity? - Showcases the natural beauty and recreational assets of Vail Village, Gore Creek and the Vail Whitewater Park - Spectator and family-friendly location contributes to Vail’s sense of community 7. CRC - Event Timing: How is it the right event/program at the right time? Events held on Tuesday evenings in May and June fill the Village with people and energy that normally wouldn't be there. The timing allows boating enthusiasts to compete when Gore Creek is at an optimal level and gives them the opportunity to practice/train for bigger events (i.e. Go Pro Mountain Games). 8. CRC - Community Enrichment: How will your event/program attract target markets of both visitors and community members? Providing whitewater recreational opportunities in Vail Village will increase recognition of the Town of Vail among whitewater athletes and spectators as a location for year-round outdoor recreation. 9. CRC - Growth Potential: How will the event/program deliver fresh content? (Fresh content means new programming, entertainers, adding additional days and activities.) Assuming that COVID-19 restrictions are NOT in effect, the focus for 2021 will be to increase activities and attractions for spectators during our event. These may include live music, food and beverage, increased prizes, awards, and raffles for spectators and athletes particularly during our race series finale (week of GoPro MTN Games). If we are still in a pandemic, the goal will be to offer as many competitors and spectators to opportunity to participate as possible while adhering to current public health orders. This would include staggered start times, dedicated viewing areas that allow for six feet of distance between individuals, alternative after party options, etc. 10. CRC - Growth Potential: How will the event/program promote an atmosphere of vitality, fun and celebration? The event, by its very nature, creates an atmosphere of fun and celebration. The races are hosted by a talented MC with recorded background music, yard games (cornhole) are provided for spectator on Blu's Beach, both spectators and athletes are invited to the after-party for sponsor provided food and drink. Our goal for 2021 is to increase visibility and attractions for spectators while adhering to current public health orders. 11. CRC - Marketing Strength: What is the marketing reach for the event/program? You will be asked more marketing questions in a future section. (Reach refers to the total number of different people or households exposed, at least once, to a medium during a given period.) Approximately 19,000. See attached marketing plan with detailed reach info. 12. CRC - Marketing Strength: What is the potential for the event/program to leverage media exposure and attract sponsorship support? - We work with our sponsors to utilize their marketing platforms to increase event exposure. - As events exposure and participation grows, event becomes more attractive to sponsors. 13. CRC - Producer Qualifications: Explain the event/program producer’s quality, knowledge and resources to sustain and grow the event. The Vail Recreation District has a long history of delivering quality events and programming to residents and visitors of our community. Since the VRD has taken over production of the Vail Whitewater Series, participation, spectators and sponsorship has increased dramatically. 13. CRC - Producer Qualifications: Explain the adaptability of the event and the event producer to adjust to changing public health orders. In 2020, despite the pandemic and subsequent public health orders and restrictions, the VRD was able to safely and successfully execute almost all previously planned events by being creative and flexible. The VRD has shown it can make last minute adjustments and modifications to adapt to current conditions and health orders as well as maintain strong communication with participants to ensure they too, adhere to the protocols that allow us to host safe events. 13. EE - Producer Qualifications: Explain the adaptability of the event and the event producer to adjust to changing public health orders. EVENT ECONOMIC IMPACT 1. Potential benefits to the Town of Vail - Estimate number of room nights for your event or program. 30 2. Potential benefits to the Town of Vail - Potential benefits to the Town of Vail - Estimate increased spending generated by your event or program. $13,500 Example: Increased spend by attendees in restaurants, shops, lodging or activities. 3. Potential benefits to the Town of Vail - What estimated return on investment (ROI) in dollars should the Town of Vail expect? $2 ROI in this case refers to for each dollar the event/program is funded, how many dollars will be received by the Town of Vail from event impact.) Example: Estimated ROI - Formula: # of attendees x total average spending = $ (2000 attendees) x ($240 daily spend ) = $480,000 4. Explanation of how you will direct prospective attendees to book lodging within the Town of Vail and a description of how you will track the number of lodging nights generated. REMINDER: Per the CSE funding agreement, the event producer is REQUIRED to direct attendees to book in Town of Vail hotels and lodges. Preferred lodging partners within the Town of Vail are promoted on website, participant emails and social media channels. BUDGET Using the provided budget template, provide a detailed estimated event/program budget, including anticipated revenues and expenses. 1. Describe how you will use the funds requested from the CSE. - Marketing (expanding reach to Front Range, Summit CO. and Roaring Fork Valley) - Cash prizes to attract more competitors - Enhanced entertainment for spectators 2. Please upload the provided complete event/program budget template here. 2021 RFP Event Budget_Vail WW.xlsx 3. What percentage % of the total event/program budget is the CSE being asked to fund? 74 4. If the event/program is not funded at full request, how will the event change with a lower funding allocation? If the event is not funded at full request, new additions/improvements to the event for 2021 will not be financially viable. 5. Should the CSE decide not to support this event/program at all, will it still occur? No 6.What dollar amount of the total event/program revenue do you expect the event itself to generate? (ticket sales, merchandise, food and alcohol sales, etc.) 3,000 7. Do you intend to host the event or program in Vail beyond 2021? Yes 7a. How many years beyond 2021? 4+ 7b. Do you anticipate requesting funding from the CSE for 2022? Yes MARKETING Please upload your event/program marketing plan and budget, include strategy, channel, method, budget and execution dates. Whitewater Marketing Plan_2021.pdf 1. Objectives: What are you trying to accomplish through your marketing efforts? Our goal is to expand the competitor field and increase the number of spectators at each event. We would like to see more consistent participation and attract competitors from other areas of Colorado (Front Range, Denver, etc.). 2. Strategy: How will you meet your objectives? Increase marketing and promotion at local and state-wide raft guide businesses. Increased social media presence. Leverage sponsor media channels More spectators friendly activities and attractions. 3. Audience: Who is your audience? (You may choose more than one.) First time visitors, Returning guests, Primary and Second Homeowners, Local residents 4. Activation: Detail in town/in village activation opportunities to promote your event or program. (Definition of Activation: Create an expanded presence throughout the community and stimulate the participation of the merchants, restaurants, bars and lodges.) Community calendars Posters/flyers Social media contest (Hala SUP giveaway to engage spectators as well as participants prior to and during the event) Leverage sponsors' customers database and marketing channels Cross promotions with other (non-competing) whitewater events 5. Channels: Which of these channels will you utilize to promote your event or program? (You may select more than one.) Print - Local, Editorial, Radio, Online Event Listings, E-newsletters, Web, Media Plan/Public Relations, Facebook, Instagram, Twitter, Posters, Co-promotions, Partnerships, Local Vail Businesses 6. Please list contact information for your Media Relations or Public Relations staff or firm. 6a. Name Jessie Khelfoth 6b. Telephone Number 970-479-2446 6c. Email Address jklehfoth@vailrec.com SPONSORSHIPS & PARTNERSHIPS 1. What is the dollar $ amount of sponsorships and/or partnerships from other sources reflected in the event/program budget? $1,000 1a. What is the dollar $ amount of in-kind services or items provided from sponsors or partners? $6,000 2. Please list your confirmed sponsors or partners. Alpine Quest Sports Evergreen Lodge / Altitude Bar & Grill Eagle River Water & Sanitation District Down River Equipment HALA SUP Lakota Guides New Belgium Brewing Outdoor Tech Optic Nerve Stolquist Werner Paddles 10th Mountain Whiskey & Spirit CO. Bloch & Chapleau 3. Please explain the potential for additional sponsorships or partners. Potential for local and endemic sponsors 4. Please upload your sponsorships/partnerships presentation, pitch deck or letter. (Document sent to prospective partners or sponsors which provides benefits for participating in your event/program.) 2020 Vail Whitewater Proposal_General.pdf REQUEST FOR FACILITY RENTAL FEE RELIEF FROM THE TOWN OF VAIL This form does not guarantee approval of requested listed facilities. This is your ONLY opportunity to apply for 2018 rental relief for facilities, no other requests will be accepted. Please note that certain town services are not available as in-kind, such as permit fees, barricade rental, banner fees, extra duty police officers, Zero Hero,etc. 1. Do you need facility rental relief? No ADDITIONAL INFORMATION Are there any questions you have for the CSE or other things you'd like to share with the board that are not included in the application? As far as we know, the 2020 Vail Whitewater Series races were the first live sporting events/competition in Colorado during the Covid era. We are proud that we were able to run safe and efficient event operations despite the challenges with no issues in regard to public health and safety and received extensive positive feedback from participants and the community. REQUIRED ATTACHMENTS 2020 Event Recap 2020 WW CSE Recap.pdf Organization rosters naming all officers, board of directors and respective positions as relevant vrd organization chart.pdf OPTIONAL ATTACHMENTS List any URLs where additional information can be found, including photos, videos or other content relevant to your application. https://www.facebook.com/vailrace https://www.vailrec.com/sports-activities/vail-race/whitewater-race-series Upload any other relevant materials such as: event photos, videos, PR coverage, articles, sample event branding Vail Daily_June9 20.jpg Upload any other relevant materials such as: event photos, videos, PR coverage, articles, sample event branding WW_VailDaily_June17_20_pg2.jpg Upload any other relevant materials such as: event photos, videos, PR coverage, articles, sample event branding Whitewater Series poster 2020.pdf RFP QUESTIONS AND KEY MEETING DATES We encourage questions about the RFP to be sent via email to Jeremy Gross - jgross@vailgov.com. Phone calls for further discussion can be scheduled over email as well. Monday, August 26: Questions about the RFP are due via email to jgross@vailgov.com Friday, August 30: Submitted questions and answers will be emailed to applicants. Wednesday, October 2: Regular CSE Meeting, Recaps will be presented Thursday, October 10: Qualifying applications will be reviewed and producers interviewed by the CSE at a special meeting. Wednesday, October 16: Final funding allocations will be determined by the CSE at a special meeting. Tuesday, November 5: The Town Council will review the CSE funding allocations. Wednesday, November 6: Regular CSE Meeting Thursday, November 7: Applicants will be notified of their preliminary funding allocations. Monday, December 16: Applicants will be notified of their final funding status after the last date for the Vail Town Council to call up any funding decisions. --->The "Save Draft" button below allows you to save your application and come back to work on it again. --->The "Save" button is for when your application is complete and ready to submit. ---> Your application has not been formally submitted until you navigate to the Menu page and click "Submit Request". You will receive a confirmation email once your application has been submitted.<--- Linked Contact Beth Pappas Number Events RFP 18/19/20/21: File Attachments 21. If applicable, please attach current State Department of Revenue Certificate with this application. VRD tax exempt info.pdf 2. Please upload the provided complete event/program budget template here. 2021 RFP Event Budget_Vail WW.xlsx Please upload your event/program marketing plan and budget, include strategy, channel, method, budget and execution dates. Whitewater Marketing Plan_2021.pdf 4. Please upload your sponsorships/partnerships presentation, pitch deck or letter. (Document sent to prospective partners or sponsors which provides benefits for participating in your event/program.) 2020 Vail Whitewater Proposal_General.pdf 2020 Event Recap 2020 WW CSE Recap.pdf Organization rosters naming all officers, board of directors and respective positions as relevant vrd organization chart.pdf Upload any other relevant materials such as: event photos, videos, PR coverage, articles, sample event branding Vail Daily_June9 20.jpg Upload any other relevant materials such as: event photos, videos, PR coverage, articles, sample event branding WW_VailDaily_June17_20_pg2.jpg Upload any other relevant materials such as: event photos, videos, PR coverage, articles, sample event branding Whitewater Series poster 2020.pdf Expenses Event/Program Budget for 2021 Vail Whitewater Series > Expenses Estimated Actual Total Expenses $10,725.00 $0.00 Site/Location/Operations Estimated Actual Food & Beverage Estimated Actual Rental fees $0.00 Social food + Beverage $150.00 Insurance $0.00 Non-social food + Beverage $0.00 Sound/AV $0.00 <insert Other>$0.00 Construction or Equipment $1,500.00 <insert Other>$0.00 Trash/Composting $0.00 Total $150.00 $0.00 Utilities $0.00 Labor $1,200.00 Program/Lodging Estimated Actual Traffic Control $0.00 Entertainment $0.00 Banners - Printing & $0.00 Speakers $0.00 Signage $0.00 Travel $0.00 Labor Safety Boaters $2,000.00 Hotel $0.00 MC $500.00 <insert Other>$0.00 <insert Other>$0.00 <insert Other>$0.00 <insert Other>$0.00 <insert Other>$0.00 <insert Other>$0.00 <insert Other>$0.00 Total $5,200.00 $0.00 Total $0.00 $0.00 Marketing Estimated Actual Prizes Estimated Actual Advertising - Radio $0.00 Prizes $500.00 Advertising - Print $2,500.00 Cash Purse $1,500.00 Advertising - Social Media $500.00 Total $2,000.00 $0.00 Public Relations $0.00 Sales Team Expenses $0.00 Media TV, Production & Distribution $0.00 Graphic Design $200.00 Website $0.00 Expenses Collateral Materials $0.00 Printing $175.00 <insert Other>$0.00 <insert Other>$0.00 <insert Other>$0.00 <insert Other>$0.00 <insert Other>$0.00 Total $3,375.00 $0.00 Marketing Estimated Actual Telephone/Internet $0.00 Photography $0.00 Transportation $0.00 Permit Fees $0.00 Postage/Shipping $0.00 In Kind Trades $0.00 Supplies-Office or Other $0.00 Demographic Survey $0.00 Sales Tax $0.00 <insert Other>$0.00 <insert Other>$0.00 <insert Other>$0.00 Total $0.00 $0.00 Income Event/Program Budget for 2021 Vail Whitewater Series > Income Estimated Actual Total Income $10,950.00 $0.00 Tickets/Admissions Estimated Actual Estimated Actual 60 Kayak/SUP @ $12.00 $720.00 60 Raft @ $18.00 $1,080.00 10 Series Kayak/Sup @ $45.00 $450.00 10 Series Raft $70.00 $700.00 $2,950.00 $0.00 Programs/Advertising Estimated Actual Estimated Actual 0 Covers @ $0.00 $0.00 0 Half-pages @ $0.00 $0.00 0 Quarter-pages @ $0.00 $0.00 0 <Insert Other> @ $0.00 $0.00 0 <Insert Other> @ $0.00 $0.00 0 <Insert Other> @ $0.00 $0.00 $0.00 $0.00 Exhibitors/vendors Estimated Actual Estimated Actual 0 Large booths @ $0.00 $0.00 0 Med. booths @ $0.00 $0.00 Small booths @ $0.00 $0.00 0 <Insert Other> @ $0.00 $0.00 <Insert Other> @ $0.00 $0.00 0 <Insert Other> @ $0.00 $0.00 $0.00 $0.00 Income Revenue from other items Estimated Actual Estimated Actual 2 Cash Sponsorships @ $500.00 $1,000.00 0 In Kind Sponsorships @ $0.00 $0.00 0 Donations @ $0.00 $0.00 1 CSE Funding @ $7,000.00 $7,000.00 0 Grants @ $0.00 $0.00 0 <Insert Other> @ $0.00 $0.00 0 <Insert Other> @ $0.00 $0.00 0 <Insert Other> @ $0.00 $0.00 $8,000.00 $0.00 Summary Event/Program Budget for 2021 Vail Whitewater Series > Profit - Loss Summary Estimated Actual Total income $10,950.00 $0.00 Total expenses $10,725.00 $0.00 Total profit (or loss)$225.00 $0.00 Estimated Actual $0.00 $2,000.00 $4,000.00 $6,000.00 $8,000.00 $10,000.00 $12,000.00 Total income Total expenses Whitewater Marketing Plan PUBLICATION/CHANNEL MEDIUM SPACE MESSAGE/ISSUE INSERTION REACH COST Series preview email CRM Press release to media, WW past participants WW Series Twice before series 850 ea. 0 Race preview emails CRM Emails to WW list WW Series Weekly 850 ea. 0 Vail Daily PR Pre-/post-race writeups WW Series Weekly 12000 circ. 0 Vail Daily Print Paid ads WW Series 3x/week 12000 circ. 1250 Vail Daily Weekly Print Paid ads WW Series Weekly 7000 circ. 425 Local Radio Radio Local radio ads WW Series 3-4x/day Local 500 KZYR Radio Tuesday morning chats with Steve Leigh WW Series Spring Local 0 Facebook Online Posts before each race WW Series Spring 500 0 Facebook Online Promote events and posts with paid ads WW Series Spring 8000 500 Facebook Online Event pages for each race WW Series Spring see above 0 SEO Online Search engine optimization WW Series Spring 1500 0 SEM Online Search engine marketing WW Series Spring 5000 250 Display & Retargeting Online Display advertising and retargeting WW Series Spring 4000 250 Total $3175 Presented to Series Overview •9th Annual •5 events | Tuesdays evenings May and June •Takes place in Vail Village •Categories for male and female kayak, 2-person raft and stand up paddle board •Spectator friendly •Different race format each week •Anticipated attendance –50 competitors/race –150 spectators/race •After party and an award ceremony at a local restaurant after each race •Produced by the Vail Recreation District in conjunction with the Town of Vail and Alpine Quest Sports 2019 Highlights •307 total participants in 2019 (record year) –7% increase over 2018 –68% increase in participation since inception in 2015 •Geographic breakdown –Vail: 18.2% –Other Eagle County: 42.2% –Colorado: 31.7% –Out of State: 7.9% •Well rounded participation in all three categories (kayak, SUP, R2) with increased R2 and female participation year to year and through out series. •First 50 series registrants received Vail Recreation District Racing Drink Tank mug. •Increased R2 participation with partnership with Hyside. 10 rafts were available each race. •Spectator/participant attendance at races and after parties continued to be strong due to New Belgium and other sponsorships, highly desired raffle items and prizes 2020 Schedule •May 5 •May 12 •May 19 •May 26 •June 2 Series Promotion •Regional Print Advertising –Vail, Summit County, Aspen, Steamboat •Local Radio Advertising •Local Television (TV8 Vail) •Email Blasts •Event Posters •Regional Event Calendars •Online (vailrec.com) •Press Releases & Public Relations Efforts •Social Networking Sites –Facebook –Twitter Participant Feedback 6 “The Vail Tuesday Night Whitewater Series is the best run whitewater event I attend. I look forward to that five week span every year. It is a major motivator to get out and paddle, make new friends and generally a great way to kick off the spring/summer season.” -Rob PrechtlUSA Men's Raft Team Hala Team Rider2019 Series Participant “ I just want to thank you guys at VRD. I go to events all over the state and this is by far the best run event that I go to.” -Chris Johnson Race Series Participant SOL Paddleboard Rep Sponsorship Opportunities •Title Sponsor –Named as the title sponsor of the Vail Whitewater Race Series –Prominent logo included in event logo –Onsite presence to display/sample products at all race series events –Vehicle display if applicable –PA mentions onsite and at after parties –Banner placement at races and after parties –Logo and link on www.vailrec.com –Logo inclusion on all collateral materials –Logo inclusion on all print ads –Mentions in radio spots and all press releases –Mentions in pre-race emails to athletes –Complimentary event entries for up to four people per race Value = $2,000 (cash and/or in-kind) Sponsorship Opportunities •Presenting Sponsor –Named as the presenting sponsor of the Vail Whitewater Race Series –Onsite presence to display/sample products at some race series events –Vehicle display if applicable –PA mentions onsite and at after parties –Banner placement at races and after parties –Logo and link on www.vailrec.com –Logo inclusion on most collateral materials –Logo inclusion on all print ads –Mentions in radio spots and all press releases –Mentions in pre-race emails to athletes –Complimentary event entries for up to two people per race Value = $1,250 (cash and/or in-kind) Sponsorship Opportunities •Supporting Sponsor –PA mentions onsite and at after parties –Banner placement at races –Logo and link on www.vailrec.com –Logo inclusion on some print ads and collateral materials –Mentions on some radio spots –Mentions in press releases and emails to athletes –Complimentary event entries for up to two people per race Value = $500 (cash and/or in-kind) Contact Info For more information on the Vail White Water Race Series… Beth Jahnigen Pappas Cory & Sean Glackin Events & Sponsorship Director Owners Vail Recreation District Alpine Quest Sports 970.479.2280 ext. 7009 970.390.7773 bpappas@vailrec.com info@alpinequestsports.com www.vailrec.com www.alpinequestsports.com Event Recap: 2020 Vail Whitewater Series June 19, 2020 2020 Vail Whitewater Series: Tuesdays June 2 –June 16 Office: 970-479-2280 bpappas@vailrec.com jrabinowitz@vailrec.com 2 Overall Event Highlights & Successes 3 •As far as we know, the first live sporting event/competition in Colorado during the Covid era. •Positive feedback from participants, many returning participants year after year •Received coverage in local television (TV8), and newspaper (Vail Daily) •Strong merchandise contributions from local & national sponsors and equipment providers •Overall safe and efficient event operation, no issues with traffic, safety, local construction, residents, county health protocols, etc. Estimated Attendance Results -Spectators 4 Estimated spectators: 50-100 per week Spread out through Blu’s Beach, International Bridge and Restaurant Decks. Estimated Attendee Profile Results 5 Geographic Breakdown of Participants: Vail:29.7% Other Eagle County:50.5% Colorado:15.8% Out of State: 7.9% Event Strengths & Weaknesses 6 Strengths: •Nimble enough to adapt and come up with solutions and a format to be able to offer racing in the Covid era. •Continued positive feedback from participants and spectators •Well rounded participation ages 12 –60 •Able to adapt systems to fit the needs of our event and it’s Covid protocols •Spectators and racers enthusiastic and willing to follow social distancing and safety parameters Event Strengths & Weaknesses 7 Weaknesses: •Without CSE support, this is event is not financially viable: -By the event’s nature (course length, timing) participation growth can not be infinite. While there is room to increase race participation, growth needs to come from spectator participation through ancillary event enhancements and sponsorship activation. -Whitewater competition is a relatively niche sport and participants are challenged by price increases. Even with entry fee (2020 cost = $14/person) competitor field is small •Off-season scheduling, poor weather and river flows can limit course options and deter participants/spectators •Not able to offer 2 Man Raft groups was disappointing but understandable due to social distancing requirements. Steps towards improvement: •Continued marketing outside of Eagle County to increase destination participation •More ancillary activities (e.g. live music, freestyle demos, equipment demos,) to increase spectators and sponsors Vail Brand Compatibility The Premier International Mountain Resort Community 8 Event support the Vail Brand: ▪This event connects the local community ▪Location of the event can be easily accessed by athletes, visitors, spectators ▪The location promotes the natural beauty of the Vail Village, Gore Creek and the Vail Whitewater Park. ▪Talented MC is informative to spectators/visitors about race format, sponsors, local businesses, future events etc. Community Contribution 9 Event impact on Vail’s sense of community: ▪Events gave members of the community a reason to gather in Vail Village during what is considered an off‐peak time period ▪Used partnership dollars to buy prizes form Vail businesses ▪Relaxed, family‐friendly atmosphere encouraged spectators to linger and participants to bring family members ▪Viewing from International Bridge is easily accessible for people of all ages Participant Feedback 10 Participant Feedback (cont.) 11 “Thank you VRD! Similarly, we are lucky to live in a community that puts on events like this. You do a great job. I've made so many new friends and progressed my SUP skills by taking part which is the point I think!” -Jamie Edwards Topline Marketing Efforts 12 Topline Marketing Efforts 13 Print Advertisements •Vail Daily TV / Radio Advertisements & Live Mentions •TV8 Out & About •KZYR •KSKE Posters •Distributed to Vail Valley hot spots, Denver/Front Range Rafting Outfitters •Postcard invites to local raft shops Emails Blasts Social Media •Geo-targeted Facebook ads •Sponsored Instagram posts Radio Ad Potential for Growth & Sponsorships/Media Exposure 14 ▪Increased use of social media (Facebook, Instagram, Twitter etc.) ▪Potential partnering with businesses closest to Gore Creek to help promote spectator viewing and spending ▪Increased regional marketing will draw more participants ▪Cross promotions with other non-competing whitewater events ▪Central location in Vail Village is attractive to potential sponsors looking to increase visibility in Vail Sustainability Efforts 15 What measures were taken at your event to support the environmentally friendly goals of the Town of Vail? ▪Participants encouraged to carpool ▪New race bibs don’t require a paper bib. ▪No use of disposable plastic water bottles ▪Minimal waste produced at events The Town of Vail is committed to the stewardship and protection of our unique mountain environment. In consideration of both our local and global impacts and opportunities, our environmental vision is to demonstrate and promote:renewable energy, resource efficiency, ecosystem protection, and community awareness and education. Event Budget (Adjusted for Covid 19) 16 * Event producer to attach detailed budget for recap Item $ Total Event Budget:$9060 CSE Funds:$7,000 Cash Sponsorship (not CSE):$800 In-kind Sponsorship:$2200 Marketing Budget:$1800 Profit & Loss:$2528 How did you use the CSE funds? (marketing, operations, staff, venue, etc.) Marketing,staff, Covid supplies and signage. Also do to limited ability to get donated prizes, we used money to buy gift certs at TOV businesses. Event Budget Detail 17 Revenue 2020 Actual Comments CSE 7000 Cash Sponsorship 800 Entry Fees 1250 Total Revenue 9050 Expenses Contract labor 1125 Safety boater 3/race + MC Prizes 750 Advertising 1800 Event Staff 1800 Does not include Alpine or VRD FT Staff Food 100 Operating Supplies 472 Hand Sani Stations/Social Distance Circles/Cleaner/Plexi glass shields Printing 425 COVID Signage/ Social Distance Stickers Total Expenses 6522 Net $2528 Questions and Comments? 18 Vail Recreation District Chart of Organization Vail Citizens Board of Directors Director Administrative Services Sports Branch Gymnastics Maintenance Youth Services Vail Nature Center Vail Golf Club John A . Dobson Arena Marketing • Personnel • Insurance • Finances • Tennis • Instruction • Leagues •Group Play • Tournaments • Field Rentals • Adult Sports • Youth Sports • Athletic Special Events • Lessons • Classes •Teams • Dance • Martial Arts •Vail Golf Club Course & Building • Athletic Fields & Buildings • Imagination Station • Camp Vail • After School Programs • Camp EcoFun •Youth Special Events • Preschool Programming • Nature Center • Interpretive Programs • Outdoor Programs •Nordic Operations • Hiking Club • Golf Operations •Pro Teaching Staff • Figure Skating Program •Hockey Operations •Special Events •Convention Business •Arena Maintenance • Advertising •Public Relations •Official Spokesperson Attachment: Vail-Daily_June9-20.jpg Attachment: WW_VailDaily_June17_20_pg2.jpg MAY 5 TO JUNE 2, 2020 TUESDAYS AT 5:30 P.M. KAYAKS | TWO-PERSON RAFTS STAND-UP PADDLEBOARDS vailrec.com | sports@vailrec.com | 970-479-2280 B L O C H & C H APLEAU Vail Recreation District • SIGN UP ONLINE AT VAILREC.COM/REGISTER • DIFFERENT COURSE CHALLENGES EVERY WEEK! • FUN & FREE FOR SPECTATORS! WATCH FROM INTERNATIONAL BRIDGE OR COVERED BRIDGE AREAS Contacts: Beth Pappas First Name: Beth Last Name: Pappas Linked User Form bpappas@vailrec.com 2019 CSE Reviews: 13971019 Name Attachments 13971019 No 13971020 No 13971021 No 13971016 No 13971017 No 13971018 No 13971013 No 13971014 No 13971015 No 13971012 No 13971011 No What category is this application? Write additional comments, notes or things you want to remember about this application: What did you like about this program/event? What needs improvement? Submission Date Linked Events 2019 Vail Whitewater Series Linked Form mvlaar@vailgov.com Tag type:dynamic 2019 CSE Reviews: 13971020 What category is this application? Write additional comments, notes or things you want to remember about this application: What did you like about this program/event? What needs improvement? Submission Date Linked Events 2019 Vail Whitewater Series Linked Form mmiano@vailgov.com Tag type:dynamic 2019 CSE Reviews: 13971021 What category is this application? Write additional comments, notes or things you want to remember about this application: What did you like about this program/event? What needs improvement? Submission Date Linked Events 2019 Vail Whitewater Series Linked Form jgross@vailgov.com Tag type:dynamic 2019 CSE Reviews: 13971016 What category is this application? Write additional comments, notes or things you want to remember about this application: What did you like about this program/event? What needs improvement? Submission Date Linked Events 2019 Vail Whitewater Series Linked Form markgordonvail@gmail.com Tag type:dynamic 2019 CSE Reviews: 13971017 What category is this application? Write additional comments, notes or things you want to remember about this application: What did you like about this program/event? What needs improvement? Submission Date Linked Events 2019 Vail Whitewater Series Linked Form rkundolf@msn.com Tag type:dynamic 2019 CSE Reviews: 13971018 What category is this application? Write additional comments, notes or things you want to remember about this application: What did you like about this program/event? What needs improvement? Submission Date Linked Events 2019 Vail Whitewater Series Linked Form sbiszantz@gmail.com Tag type:dynamic 2019 CSE Reviews: 13971013 What category is this application? Write additional comments, notes or things you want to remember about this application: What did you like about this program/event? What needs improvement? Submission Date Linked Events 2019 Vail Whitewater Series Linked Form williambarrydavis@gmail.com Tag type:dynamic 2019 CSE Reviews: 13971014 What category is this application? Write additional comments, notes or things you want to remember about this application: What did you like about this program/event? What needs improvement? Submission Date Linked Events 2019 Vail Whitewater Series Linked Form kimnewbury@gmail.com Tag type:dynamic 2019 CSE Reviews: 13971015 What category is this application? Write additional comments, notes or things you want to remember about this application: What did you like about this program/event? What needs improvement? Submission Date Linked Events 2019 Vail Whitewater Series Linked Form mvalenti@vailresorts.com Tag type:dynamic 2019 CSE Reviews: 13971012 What category is this application? Write additional comments, notes or things you want to remember about this application: What did you like about this program/event? What needs improvement? Submission Date Linked Events 2019 Vail Whitewater Series Linked Form alisonw@vailchamber.org Tag type:dynamic 2019 CSE Reviews: 13971011 What category is this application? Write additional comments, notes or things you want to remember about this application: What did you like about this program/event? What needs improvement? Submission Date Linked Events 2019 Vail Whitewater Series Linked Form esaeger@vailgov.com Tag type:dynamic